JTC 1 Policy on
Electronic Document Distribution
Using the World Wide Web

This is a web-based document intended to be navigated
with a web browser such as Netscape Navigator or Internet Explorer. Some
links to documents external to this one may not be operational during the
interim period of switchover between paper/diskette/e-mail document distribution
and web-based document distribution. This will be corrected as the JTC
1 web pages come on line during 1998.

This document contains revisons made as a result of comments
received from the NB Ballot of J1N5180 -- Additions are shown in RED
and deletions shown in RED STRIKEOUT.

1 Scope
Users and implementers of this policy should be aware of the philosophy
change between diskette-based distribution and web-based distribution.
Previously (with diskette distribution) users received documents with no
action on their part. With web-based distribution, users are notified that
new documents are available and they must then actively access or download
them on their own initiative.

This document shall be used in conjunction with the ISO/IEC
JTC 1 Directives (current edition) and in a manner that is consistent
with the policies and procedures of the ISO Central Secretariat and the
IEC Central Office. National laws and current ISO/IEC policies regarding
copyright and intellectual property rights shall be respected.

2 Medium
JTC 1 and SC documents shall be made available using the facilities of
the World Wide Web (Web). The preferred distribution mechanism is via http
protocol software (commonly referred to as web browsers). For the purposes
of efficiency, ftp capability may be provided as an additional distribution
mechanism at the discretion of the individual Secretariats.

3 Virus Checking
It is the responsibility of the webmaster and the Secretariat to use well
maintained anti-virus software to verify that files are virus-free. End
users also share the responsibility for an overall virus-free environment
and are strongly encouraged to utilize up-to-date anti-virus software capable
of scanning and verifying documents accessed via the Web.

It is the responsibility of any party, including the end user,
to alert the Secretariat if it detects a virus in a distributed document.
This will at least assist in minimizing the spread of the infestation.

4 Document Preparation and Distribution
An Executive Summary or abstract shall accompany all standards as early
as possible during development. Such a summary will especially be of value
for the machine readable standards.

4.1 Document Formats
The choice of the document format shall be a function of the type of document
being distributed (i.e., revisable or non-revisable text). The following
document formats are acceptable:

Hypertext Markup Language (HTML) version 2.0 or 3.2

Plain DOS Text file, encoded in ISO/IEC 8859-1

Microsoft WordTM Version 2.0 - 6.0

Notes:

This refers to the document format,
NOT the version of Word used to create the document. Word
6.0 documents may be created with Word 7.0 (Part of the Office '95 suite)
by using "save-as" instead of "save" For example,
Word 6.0/95 documents may be created with Word 97 (Part of the Office '97
suite) by using "save-as" instead of save".

Word version 2.0 is no longer an
acceptable format to submit to ISO for printed publications.

WordPerfectTM Version 5.1 - 7.0

Portable Document Format (PDFTM) version
3.0

Note: PDF is recommended only where there is a requirement
for a non-revisable form of the document, e.g. circulation of FDIS text,
or when PDF is the only choice as a result of the document development
tool being used.

Rich Text Format (RTF)

Note: RTF is to be used only as a last resort, acceptable
if none of the other formats can be produced. It is NOT a preferred
file format.

Annex E lists recommended formats for many different
types of documents. For all documents intended to be viewed on the web
(including administrative documents such as agendas, SoVs, DoCs, meeting
notices, etc), HTML is the preferred format.

It is recognized that in certain cases, standards documents may be prepared
which utilize other formats to provide both human and machine readable
content in the same document or standard. Specific JTC 1 approval to use
such formats, in a normative manner, should be sought by the appropriate
SC and such approval, if granted, does not remove the need to provide a
copy of the human readable content for distribution in one of the formats
above.

By itself, the use of one of the above file formats will not necessarily
enable electronic documents to be successfully processed by a recipient.
Guidance on avoiding problems and maximising the possibility of successful
processing by the recipient of a document is contained in the Tips
and Techniques Guide for JTC 1 Web-based Distribution. This guide should
also be consulted for information on minimizing problems associated with
the selection of fonts and the use of international versions of software
and languages.

For those documents whose final intended use is to be printed, Annex
A defines the common areas for both North American paper (8 1/2"
x 11") and A4 paper.

4.1.1 Considerations for Upgrading Document
Formats

Considerable problems can occur when changing
application software versions. Secretariats should take the following into
account when considering upgrading their applications:

New Release Introduction - At least 6-months
notice shall be given prior to moving to a new release for a particular
document format. Consideration prior to making this change should include:

Impact on users

Stabilityof the application software

availability of national versions

How the newest software will benefit the user
and secretariat

Approval Mechanism

Rapporteur group makes recommendation including
time and date of introduction

JTC 1 NB approval

Migration policy

Dual support for at least 6-months shall be provided
by the secretariat

4.2 Graphics and other Non-Textual
DataGraphics embedded in web-based revisable documents
should be either GIF or JPEG formats. If a more robust graphics package
is required the final graphic must be editable by the graphics application
of the accepted word processing packages. In any case, the use of the PDF
document format will allow for readibility of the integrated document regardless
of complexity.

For continuity and readability, graphics should be located at the appropriate
location in the document, however they may be appended to the back of the
document as alternative.

It is acknowledged that some documents, such as those prepared in Table
and Tree Combined Notation (TTCN) are of value only when they are in machine
readable format. As the document formats listed in Section
4.1 will provide no useable version of the standard, those formats
can be considered inappropriate in such situations.

4.3 Document Structure
Non-standards documents should be in single column format which is more
readable via electronic media.

Standards documents should conform to either of the following (as appropriate)
concerning the rules for the presentation of ISs:

4.4 Document Server Navigation Structure / Document
Distribution
Each SC should define their navigational structure for document distribution.
Only SC documents should be posted to the SC level web pages. All parent
JTC 1 documents should be located on the JTC 1 web pages but can be referenced
(e.g. linked to) by the SCs as needed. The home page URL (Universal Resource
Locator) is www.jtc1.org. Links
to all SC home pages should be via the JTC 1 home page and vice versa.

Documents that are specified as "defined
access" (Def in Annex D) on the JTC 1
web site may be copied tobetween JTC 1 and SC
web sites in order to simplify distribution without the need for multiple
passwords.

4.4.1 Directory Naming Schema
Knowledge of directory structure is not needed for navigation of the Web
and its implementation is left to the discretion of the individual secretariats.
The Tips and Techniques Guide for JTC 1 Web-based
Distribution document contains additional information which may aid
the secretariat.

4.4.2 File Naming SchemaFiles should be named according to the following
criteria:

Each file name shall have no more than eight characters mnemonic.

If a document replaces an earlier document a new number shall be assigned

nXXXX is the letter "n" followed by a four-digit numeric
document number. If a document number is over 9999, nXXXX indicates
the last four digits of the document number. Leading zeros shall be prepended
for all document numbers less than 1000.

.SSS is the lowercase software application identifier according
to the following table

Portable Document FormatTMNote: PDF is recommended only where
there is a requirement for a non-revisable form of the document, e.g. circulation
of FDIS text, or when PDF is the only choice as a result of the document
development tool being used.

.rtf

Rich Text Format

Note: RTF is NOT a preferred
file format. It is to be used only as a last resort, acceptable if none
of the other formats can be produced.

.zip

Compressed archive file created by PKZIPTM

Note: The ZIP file type is intended
for block distribution, as a single file, of multiple files of the other
types.

a identifies specific file categories
according to the following table:

c

Cover Sheet

Where possible all document categories should
be combined into a single document (or zipped file) with no category letter.
The use of categories should be used only for complex documents where no
other option exists

b

Ballot form

t

Ballot Text

e

Explanatory Text

m

multiple file designator

If documents are prepared in multiple files (e.g. cross references,
an index, or a table of contents created by combinations of master documents
and sub documents), master documents should be named using the format YYnXXXXm.sss
where YYnXXXX and .SSS are as defined above and m
is the letter m. The author should name subdocuments as meaningfully as
possible.

*

document element

For those instances where the elements of a document
are stored in multiple files (e.g. annexes, graphics, etc), the files corresponding
to these elements shall be named using the format YYnXXXX*.SSS where
YYnXXXX and .SSS are as defined above and where * is the
numerical serial number (1-9) of the multiple files of the same format.

4.4.3 Document Register LogOn the web site, a master document register log will
be maintained in descending order (most recent document first), allowing
for character string search of the register. This file will satisfy the
requirement of a document register to be issued as per the ISO/IEC
JTC 1 Directives.

To enable easier downloading of the register for
local use, the register will also be organized in 50 document increments.
The document register will contain those elements of the cover sheet deemed
to be useful for document identification as defined below. The hyperlinked
register will, when selected, provide a copy of the document to those with
authorized access.

4.4.4 Announcement of Document
AvailabilityNotice of newly posted documents to the web shall
be announced via an e-mail message to the designated electronic distribution
list as described in Section 6.1 of this document. The
e-mail message shall contain the following:

The Secretariat should work toward posting all
new documents together in a "batched mailer" such that a group
of documents can be downloaded together. Secretariats are strongly encouraged
to provide meeting agendas that are hyperlinked with all posted documents
placed in a single folder for download prior to the meeting.

4.4.5 Use of Log File DataThe applicable segment of the Document Register Log
included in the announcement shall be provided to the National Bodies for
their use. Secretariats shall use this information, formatted according
to JTC 1 Revised Electronic Document Templates
Guide, to create applicable coversheets.

4.5 Web Site Document Retention
and ArchivingDocuments shall be retained on the Web Site for two
years or two Plenary cycles, whichever is greater. After this, documents
may be removed from the Web but shall be available from the secretariat
in a format of its choice. Alternatively the out of date documents may
be retained in a compressed form. The use of CD ROMs to provide collections
of documents on an annual or other basis is encouraged as another mechanism
for archival of out of date documents.

5. Compression
UtilitiesCompression may be used if so agreed by the recipients
of the file distribution. Compression should be considered if a file or
block of files is more than 500K bytes. When compression is used, it shall
be compatible with PKZIPTM. Refer to Tips
and Techniques Guide for JTC 1 Web-based Distributionfor
how to address directory structures if applicable.

6. Direct Electronic
Distribution

6.1 E-mail ListsEach Secretariat shall establish a list of electronic
mail (e-mail) addresses that replicates the committee's formal distribution
list as defined in ISO/IEC
JTC 1 Directive Section 8.3, together with appropriate committee officers.
Any member that does not have an e-mail address may be listed with a facsimile
number.

In some instances, and only upon written confirmation
of the member, responsibility for receipt and distribution of documents
may be delegated to the member's Head of Delegation or other identified
expert.

Secretariats may establish a separate distribution
list including additional addresses (i.e., individual experts, etc.) for
exchange of less formal documents. Registered experts on such mailing lists
still require their national body agreement to gain regular access to formal
documents.

6.2 Encoding UtilitiesAt this time, there is no expectation that encoding
utilities will be needed for this medium.

6.3 Electronic BallotingThe JTC 1 Secretariat will investigate procedures
for electronic responses to letter ballots. The process should take advantage
of hyperlinking the letter ballot log to the letter ballots themselves.
National bodies should be able to respond directly via the web to submit
their letter ballot response. The Secretariat is empowered to make use
of IT technology for automatic letter ballot tabulation.

7 Access Control to JTC 1 documents

7.1 Open and restricted documents
ISO, IEC and JTC 1 policies require that while some information be publicly
available, other information must be kept private to defined recipients.
Document availability is defined in Annex D

7.2 Access controlPrivacy arrangements (using password and/or ID protection)
shall be incorporated into Web sites where appropriate to meet these policies.
When ftp capabilities are provided as an additional distribution mechanism,
the same password/ID combinations should work no matter which method is
used.

7.3 Password controlDocument protection must include regular password
changes, notified to designated recipients in a secure manner. Changes
should be made once or twice per plenary cycle and at other times if a
security breach occurs.

When passwords are about to be changed, an e-mail
message containing the new password shall be sent to the distribution list
as defined in 6.1. The e-mail notification should be
sent sufficiently far in advance of the change so that authorized participants
at the national body level will have received notice of the change by the
time it is effective. Alternatively, if the responsible secretariat has
the capability, an overlap of passwords during the change may be implemented.

Embedded passwords at the document level (e.g.
use of passwords within documents) shall not be used. The document shall
be freely readable without a password once it has been downloaded. This
does not preclude the use of a password in order to be able to download
or access the document in the first place.

Annex AText Area for
A4 and North American Paper Sizes

Paper

A4

North American

Size

210 mm wide
297 mm high

216 mm wide, (8 1/2" wide)
279 mm high , (11" high)

MAXIMUM common text area for each paper size

177 mm wide 256 mm high

179 mm (7.05") wide253 mm (9.96") high

Minimum Margins for placing a common text area

Top 13 mm Bottom 28 mm Left 20 mm Right 13 mm

Top 13 mm Bottom 13 mmLeft 20 mm Right 17 mm

Symmetrical margins which are more generous than the above minimum margins
enhance electronic readability.

Open-access FTP or WWW site during the one year trial approved
by ISO Council in January 1997

* The ISO standardisation process encourages the widest
possible dissemination of the working documents needed for preparing standards
free of charge within the ISO system to ensure that all interested parties
have the opportunity to contribute to the development of a standard. In
this context, the ISO system should be understood to mean the member bodies
of ISO, specifically those who have elected to be P-members of a particular
ISO committee (although O-members and non-members are entitled to receive
documentation on request), liaison organisations, the delegates accredited
by ISO members and liaison organisation to participate in committee meetings,
experts appointed to ISO working groups, members of national committees
corresponding to an ISO committee and their sponsoring organisations (e.g.
trade associations, government departments, etc.). ISO/TC/SC working documents
are not intended for free distribution outside the ISO system as defined
above. It may be noted that the POCOSA agreement allows the member bodies
to sell TC/SC working documents to those outside the system.

Annex ETable of Recommended Formats

As there are different acceptable document formats, the following table
of recommended document formats is based on the intended use of the final
document.

Intended Use of Final Document

Document Format

HTML

TXT

DOC

WP

PDF

RTF

Simple Administrative Document

HR

HR

P

P

-

NR

Simple Technical

P

HR

P

P

P

NR

ISO/IEC Standard in preparation

P

NR

HR

HR

P

NR

Joint ISO/IEC and ITU-T Standard/Recommendation in Preparation

NR

NR

HR

P

NR

NR

Document intended for Web page browsing

HR

P

P

NR

NR

NR

Complex * document in revisable form

P

NR

HR

HR

NR

NR

Complex document in non-revisable form

NR

NR

NR

NR

HR

NR

Document needing template as defined in this document

IA

IA

IA

IA

NR

IA

KEY

HR Highly recommended

P Possible/Plausible

IA If template available

NR Not recommended

- No guidance

* Complex: Denotes the use of other than simple tables
or graphics. Possibly also a function of volume/structure.

Annex FGlossary
of Terms

This is not a formal list of terms and definitions as found in most
standards, but where appropriate, suitable definitions from existing vocabularies
are cited.

ASCII

coding for a small subset of characters consisting of the numbers 0-9,
upper and lower case letters a-z without diacritical marks, and
simple punctuation normally used for creating simple text files equivalent
to IEC 606

browser

computer program used to locate and display documents on the World
Wide Web

diskette or floppy disk

small magnetic disk used for storage of data

ftp

abbreviation for File Transfer Protocol, the protocol used on the Internet
for exchanging files

FAQs

abbreviation for Frequently Asked Questions, a document, often designed
as a hypertext document, that answers questions on a technical topic

home page

main page of a web site, typically serving as an index or table of
contents to other documents or services provided at the site

hypertext

database system in which various types of object (such as text, pictures,
sound, video, programs) can be creatively linked to each other

HTML

abbreviation for Hypertext Markup Language, the authoring language
used to create documents on the World Wide Web and is similar to
SGML, although not strictly a subset

reference to another document permitting, in the case of the World
Wide Web, direct access to the document referenced

media

<communications> physical means of linking computers and similar
devices together so that they can communicate (for example, cable, optical
fibre)

<storage> form and technology used to communicate information;
for example, multimedia combines text, sound, pictures and video, all of
which are different types of media

objects on which data can be stored

PDF

abbreviation for Portable Document Format, a file format developed
by Adobe which captures formatting information from a variety of applications
and makes it possible to transmit and display documents in an identical
way, independent of the platform

ANNEX GISO/IEC
JTC 1 Web Server Policy

Note: This Annex was previously
issued and balloted on as JTC 1 N 4572, but as a result of comment resolution
has been combined with N 4571. Because of time constraints, it has been
inserted en toto into this document. In the event of conflicting
requirements between this annex and the main document, the main document
shall be considered the primary document. This note is not part of this
document.

Web Page Structure: The minimal structure
of web based pages for JTC 1 and its SCs (jointly referred to simply as
committee.) It is not intended to dictate structure or content
at the WG level.

It is expected that National Bodies and Committees will utilize this
document as they begin their web-server implementation. Additional information
is available in Tips and Techniques for JTC 1 Web Pages.

I. Web Page Structure

Every JTC 1/SC web page shall contain the following structural elements:
(These elements may appear in any order, however it is highly
recommended that the committee retain the same style for all pages within
the committee's purview.)

Title Block (should have a common "look-and-feel"
within the committee)

Title of committee with the ISO/IEC logo.

The page author and date created or last modified (preferably generated
automatically)

A version number

Optional use of a common background image may also be employed.

Optional committee logo if desired

Body - contains information specific to the committee. The use
of forward navigational pointers is highly recommended

Each web server (JTC 1 and SC) shall provide the following, manditory
information in the form of web pages which conform to the common look and
feel of the Web Page Structure appropriate to
the committee.

Description of the Organization Structure of the committee

Committee Membership (List of P, O, L members and the contact information
for liaisons and rapporteurs)

Committee Meeting schedule

Next meeting information

Agenda

Venue

Program of Work

A single document register for all committee documents

Personnel information on officers and members

Although optional, each secretariat is strongly encouraged to add the
following information as appropriate.

Frequently Asked Questions (FAQ) Page

Ballot information

Due dates

Document number of balloted text

Document number of Summary of Voting

Procedures (which may simply point to the parent committee's procedures)

News and Press releases

Links to committee relevant Publications and Standards

Links to non-JTC 1 sites shall be done in such
a way that it is obvious to the viewer that what is being viewed is NOT
under the auspices or control of JTC 1. This is especially important
in frame-based sites.

The server administrator shall provide appropriate limited access to non-members
by use of group level passwords with appropriate notification to users.
Non-members attempting to access protected pages shall be automatically
replied to with a message stating the criteria for access.

Data Integrity

Site shall be backed up automatically

All Documents shall contain authorship and timestamp
information as defined in the Web Page Structure
Title Block

The original document shall be considered the "source"
document. NBs or committees may utilize the source document in a variety
of ways:

By simply linking to it or emailing its URL (highly
recommended in the event that there is no password involved)

Creating a new document with a unique document
number representing a cover letter plus the content of the original document

NB Mirroring of the original document

In the event of a difference in content between
the original and the copy, the content of the original shall take preference.
It is therefore up to the administrator of the mirror site or new document
to ensure its integrity.

Site shall utilize virus checking - In the event
a virus is detected, the files shall be cleaned prior to updating or retransmission
and the original sender of the infected file notified of the infection.

Document Registration, Retention and Archival

Hierarchy

Structured with a register list every 50th document

Access

- Each register shall show all Document numbers, title, date, due date
- Register entries shall be hot-linked to the actual documents
- Provisions shall be provided to download documents as a package (e.g
for documents with enclosures, annexes, drawings, embedded data, etc.)
- Provision shall be made for providing paper printouts of documents to
those with no web access.

On-line Retention

Documents shall be retained for a minimum of two years or two complete
plenary cycles, whichever is greater.

Archival

After the retention period, documents may be removed from on-line availability
and shall be available from the secretariat in a format at the discretion
of the secretariat.